If you update a resource's management report code, description, print sequence, department or memo setting, open orders with the resource do not automatically update. To update resources on existing open orders, you need to run the resource synchronization process.
You cannot make changes to resources on closed orders. The synchronization process only works on open orders, including items at a Completed work order item status. If an item description is changed and the item is on an open order, the synchronization process overwrites the item description change.
You must have all users log out of the software before running the synchronization process.
- Click the Resources link from the Main Menu. The Resources page opens.
- Select the item(s) for the synchronization. Use Ctrl+Click or Shift+Click to select multiple resources.
- Right-click and select Tools -> Synchronize Resources. The Synchronize Resources window opens.
- Check the options to synchronize:
- Update Management Report Codes - If checked, the management report code(s) for any resource(s) on any open order(s) updates to the new value.
- Update Journals for Closed Periods - If checked, the management report code(s) for any resource(s) on journal entries in closed fiscal periods update to the new value.
- Update Resource Descriptions - If checked, the description for any resource(s) on any open order(s) updates to the new value.
- Update Resource Print Sequence - If checked, the print sequence for any resource(s) on any open order(s) updates to the new value.
- Update Res Descriptions from Personnel Accounts - If checked, the resource description(s) updates with the name on the personnel account(s) linked to the resource(s). Only applicable to class 5 resources. This is typically only used when there is a misspelling or a name change in a personnel account, and the personnel account has a skill assigned which automatically creates the class 5 resource.
- Update Resource Departments - If checked, the department for any resource(s) on any open order(s) updates to the new value.
- Update Resource Memo - If checked, the memo setting for any resource(s) on any open order(s) updates to the new setting.
- Update Management Report Codes - If checked, the management report code(s) for any resource(s) on any open order(s) updates to the new value.
- Click OK. The synchronization process updates the selected information. The screen closes when the process is complete.
Comments
24 comments
Is there a way to synchronize U/M? V19.6 / 20.6
0 upvotes
Hi Svend,
I have someone following up on your question and we'll have a response for you soon. Thanks for your patience.
Thanks,
Maggie
0 upvotes
Hi Svend,
Based on my initial testing, the Synchronize Resources tool does not do anything with the U/M field. The tool only synchronizes the following fields: Management Report Codes, Resource Descriptions, Resource Print Sequence, Resource Departments and Resource Memo.
Also, when you change the U/M on a resource item, it does automatically update the U/M on each price list as well.
And, once you change the U/M on a resource item, the change will reflect on any NEW orders moving forward (it won't go back and update any existing or past orders the resource item might be on).
I hope this helps.
Thanks,
Mark
0 upvotes
Can this article please be updated with the exact details of what will and will not be updated?
I am trying to synchronize a change to the Mgmt Rep Code and it is not working. I am fairly certain it is because the order is closed. Updating Closed orders is critical in getting reporting data correct.
In my case, a resource was created and used for some time without a MRC. We have found that our reports have 'holes' in them due to missing data. There seems to be no logical reason why I cannot 'synchronize' the population of a MRC from the resource to the closed order to get my reports working again but this doesn't seem to be possible.
Please advise.
0 upvotes
Sean - you are correct in that the sync process does not include closed orders. The original thinking behind the sync process was to affect orders that are currently open, active and in place on upcoming events.
To include closed orders in the process, we'd need an enhancement submitted, or a SQL statement could be produced to run the proper updates.
Thanks, let us know if you need more info.
Mark F
0 upvotes
Hello,
If you change the name of a resource item that has inventory associated with it and then Synchronize Resources, Update Resource Descriptions, the inventory item name (Description) does not get updated. How do you update the name of the Inventory Item and Synchronize?
0 upvotes
Hi Michelle,
You'll need to update the Inventory Item description directly from the Inventory Items screen. There isn't a synchronization process for this area of the software.
Thanks,
Maggie
0 upvotes
When I ran the synchronization, it said nobody can be signed in when synchronizing. Does that mean nobody but me? Because I have to be signed in to perform this action.
The process seemed to complete, but there was no verification statement. If it doesn't return an error, should I assume it completed?
The instructions say to validate the results. Is that an action that is required, similar to validating an Inventory Transaction? I couldn't find an option to do that.
0 upvotes
Hi RC,
You can be signed in as the one executing the process but no one else should be signed in and working within the software when it is being done.
There is a progress indicator on the screen but if there isn't much to update, it does move quickly and close. If you received no other messages, then you can assume the process ran.
Validating isn't a process executed within the software but rather a best practice to spot check some records to make sure the changes were executed as you expected.
Thanks,
Maggie
0 upvotes
Hello,
We changed a benefit rate, which we set up as a Tax & Gratuities resource type. We retired the old rate, and added a new.
All open service orders still have the old rate, and once the work order is completed, the actuals for this benefit line go to zero instead of picking up the new rate.
I tested the resource sync and it did not update the open orders.
Any ideas?
0 upvotes
Hi Kayla,
I think rates should work off an Effective Date. It is not the synchronization process you need, but the Re-price Orders process. You can select to re-price the taxes only (which is the option I think you will want) as well as options to reset the order date. There are specific access privileges around this also.
Does this help?
0 upvotes
Yes, excellent. Thanks Sean, the community always comes through for me!
0 upvotes
If a user changes an item on a price list from being tax exclusive to be tax inclusive, is there any way to update all the orders that the item appears? I'm not sure if resource synchronization does this as I have only ever used it for making changes on resources.
Also if a user changes an item within a package, and that package has already been used in service orders, will resource synchronization work to update the orders with the changes? E.g. if a beverage package now includes Cascade beer instead of James Boags beer.
0 upvotes
Hello Chanh,
Question 1:
On the service order, under Tools there is a recalculate tax action, but you will have to select the service orders to run this action.
Question 2:
The synchronization process does not update the package items if a package is already on a service order.
Thank you,
Ryan Gilomen
Ungerboeck Software International
0 upvotes
Since everyone must be signed out, about the only time we can do this is in the middle of the night. It there a way to set a timer to do this so that we don't have to have someone go into the office then?
0 upvotes
Hi David,
We do not currently support the scheduling of running this process for future times. If this is something you would like to have in the future, please enter an enhancement request and we can get it added to the backlog. Thank you!
Matt
0 upvotes
Hi
Re: "The synchronization process does not update the package items if a package is already on a service order. "
Is there a way to sync packages (items) that have already been added to an open service order?
Thanks
Simon
0 upvotes
Hi Simon,
The sync process will not update package items if a package has already been added to the open service order. Please let me know if you have additional questions regarding this.
Thank you,
Matt Tapley
0 upvotes
Hi Matt,
So we have many events that are getting booked in months in advance, but the equipment items/resources are currently unknown.
We had hoped a package sync would be the solution to updating them easily, other than copying functions/orders from another event, 1 event at a time, is there another solution ?
Thanks
Simon
0 upvotes
Hi Simon,
I have done some research and checked with several different people and it doesn't appear that there is another solution at this time. If that changes in the future, I will be sure to update this post.
Thank you,
Matt
0 upvotes
What field is the print sequence? The only two fields I am able to find are the calculation sequence and master sequence.
0 upvotes
Brett,
Thank you for your question the print sequence is set on the Service Order Item tab of the service order under Tools.
Sharon
0 upvotes
Hi Sharon,
Thanks for the response. Is there a print sequence at the resource level? If not, what is being synced when you update resource print sequence?
0 upvotes
The field you want is Calculation Sequence EV370_CAL_DISP_SEQ.
0 upvotes
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